Overview

This article covers how to manage outstanding payments in CORE. These occur when a transaction is not completed — due to missing payment details, unaccepted agreements, or skipped payment selection during checkout. You can manage these either from the client file or via the Retail Dashboard.

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Prerequisites

• Admin or staff access to CORE
• Client account with an existing outstanding payment
• Access to the Retail Dashboard

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Step-by-step instructions

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Method 1: From the client file

1. Go to Clients and search for the client.
2. Navigate to the Payments tab.
3. Scroll to the Outstanding Payments section.
4. You’ll see:
   • View Details icon
   • Email Reminder icon
   • Green Shopping Cart (to retry payment)
   • Bin Icon (to delete the transaction)
5. If the client has since updated their payment details:
   • Click the Green Shopping Cart.
   • Click Pay Securely.
   • A confirmation will appear: “Payment successfully processed.”

Tip: Outstanding payments may result from missing card/bank info or not accepting package agreements.

 

 

 

 

 

 

 

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Method 2: From the Retail Dashboard

1. Go to Payments > Retail Dashboard.
2. Click into Outstanding Payments.
3. A list of all clients with pending invoices will populate.
4. View details like:
   • Client name and contact
   • Invoice date
   • Outstanding amount
   • Package or membership type
5. Use the same action icons:
   • View Details
   • Email Reminder
   • Retry Payment (Shopping Cart)
   • Delete Invoice (Bin)
6. Click the Green Shopping Cart, then click Pay Securely to retry.

Tip: Make it part of your daily or weekly routine to check and clear this list.

 

 

 

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How outstanding payments are created

Outstanding payments often occur when selling a membership or package and skipping the payment method selection.

1. Go to Payments > New Sale.
2. Add a package (e.g. 3-Month Membership) to the cart.
3. Add the relevant client.
4. If you skip choosing a payment method (e.g. Credit Card, Cash, EFTPOS):
   • The invoice will remain Pending.
   • It will appear in Outstanding Payments.

Tip: Always select a payment method before confirming a sale to avoid creating unintentional pending transactions.

 

 

 

 

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Expected outcome

Outstanding payments are clearly visible from both the client file and the Retail Dashboard. You can retry or remove them as needed, and ensure client records remain accurate.

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FAQs

Q: Why do some payments remain pending?

A: The payment method was never selected at checkout, or the client lacks billing details.

Q: Can clients fix the payment themselves?

A: Yes — once they update their payment details, staff can process the payment manually.

Q: What happens if I remove an outstanding payment?

A: It deletes the transaction record — only do this if you’re confident it’s not needed.

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Still need help?

Reach out to our support team via [email protected]